How do I have an employee submit an expense report to me in quickbooks?

Hi there, dholden.

Let me share some information on how your employee can submit an expense report to you in QuickBooks Online.

Does your employee have access to your account so he/she can pull up the report? If not, you may want to add your employee to manage your reports. Here's how:

1. Go to the Settings icon and select Manage Users.
2. Click the Add user button.
3. Under These don't count toward your user limit section, select Reports only, then click Next.
4. Enter your employee's information.
5. Click Save.

Have your employee check the email to click on the Let's go link  Accept the Invitation. That way, he/she can access the expense report and print it to submit it to you.

Here's an article you can share on how to run reports in QBO. This provides an overview of running basic reports.

I'll be right here if you need more help.

Will this give them access to my entire quickbooks account?

Adding them as a Reports only user doesn't give them the entire access for QuickBooks, Tabtek.

This user can see all reports except the Audit Log. They can create custom reports and add report groups, but they're unable to view the actual transactions. They're unable to see reports that show contact information. You can follow the steps provided above if you want to choose this level of access for your employee. 

Please read this article for more information: User Types And User Permissions In QuickBooks Online. 

For future reference, you can visit this article in case you'll want additional information about payroll: Getting Started With Payroll.

Let us know if you need help. I'm always here to help you.

Is there a certain version of QB online needed for this feature?  Is the employee able to use the mobile app with a picture to create an expense?

Thanks for joining this thread and I'm here to help you today, jbreddy.

Anyone who has access to your QuickBooks Online can download the app on their phone. Check out this link for instructions: Access your QuickBooks data on your mobile device.

However, an employee needs to have access to your Banking page to take a picture of the receipt for your expenses. Please browse this article to know the type of access you can give to an employee: User roles and access rights in QuickBooks Online.

Once all set, a user can:

1. Take a picture of your bill or receipt on your mobile device. The photo must be a pdf, jpeg, jpg, gif, or png.
2. Make sure each image or file contains only one receipt.
3. Email the image to your custom email address @qbodocs.com. It may take a few minutes to send.

Check out this link for additional information: Email receipts and bills to QuickBooks Online.

Don't hesitate to post again if there are other features you need in QuickBooks. Just leave a comment below, and I'll get back to you.

Is there a way to NOT have employees who are submitting expenses have access to all of my financial reports?  I don't really want apprentices to be able to see a P&L or job costing report just to submit an expense for a box of blades. 

Thanks for joining in this conversation, @Kithera. At the moment, the option to limit user access to reports is currently unavailable. 

I understand the need to have this feature. Rest assured that I'm taking note of this to let our engineers know what areas should we need to improve in the future.

In the meantime, you can also submit your suggestions directly to our developers. Here's how:

1. Select the Gear icon at the top, then Feedback.
2. Enter your comments or product suggestions. 
3. Click Next to submit your request.

You also want to track your feature requests through the QuickBooks Online Feature Requests website.

I'm always around here to help you some more should you have any additional or other concerns. 

Thank you very much for your reply.  Unfortunately not being able to limit employees access to company financial statements makes the expense submission feature unusable. It would work for owners or folks who have access to those reports for job costing but for the bulk of our employees it wouldn't work.  Bonuses are paid based on job profitability and those are calculated with burden so someone who could open a job costing report would assume a significantly higher job profit margin and when they got their completion bonus would be upset and not understand the difference between salary burden, overhead burden, and actual job costs. 

I was so very excited about this upcoming feature as I want to eliminate either manual expense submissions or the 3rd party apps that don't integrate well.  :(  Hopefully there is some adjustment. 

How do I club multiple expenses into one report and submit an expense report rather than one off expenses? For example I want to submit a expense report for a recent trip which has multiple expenses under it..hotel, airfare etc. Appreciate your guidance.

It's nice to see you here in the Community, @Rawlley.

Currently, this type of report is not yet available in QuickBooks Online. I can see how beneficial it is to you to run a report for multiple expenses under its transactions in QuickBooks Online (QBO). 

In the meantime, I recommend sending this request straight to our product engineers through feedback. Sharing features and options that you would like implemented is how our engineers look for new product 

updates.

Here's how:

1. Go to the Gear icon.
2. Select Feedback under Profile.
3. Enter your suggestion. Then, click Next.

 Once done, feel free to visit our QuickBooks Online Feature Requests website to track the status of your submitted feedback. 

Additionally, to learn more about how to run a report in QBO, visit these articles:

• Run reports
• Customize your reports in QuickBooks Online

Visit us again should you need more help with your QuickBooks account. I'd be happy to help. Take care always.

Is there a similar solution available in Quickbooks desktop? Or are there other expense reporting platforms that integrate with Quickbooks?

Hi there, @kblack.

Currently, the option to run a report for multiple expenses under its transactions is unavailable in QuickBooks Desktop.

I recognize how the relevance of this feature to you and your business. Thus, in the meantime, you may consider searching for third-party applications that integrate well and provide expense reporting. 

You can visit the QuickBooks Apps site and look for an app that meets your business needs. Another way is by going to the Apps menu on the left panel. 

Moreover, I've collected some articles to help run, print, and customize payroll reports in QuickBooks: 

• Run payroll reports.
• Customize reports in QuickBooks Desktop.

As always, feel free to leave a remark if you have any additional queries about generating a report for multiple expenses. I'll make sure to answer them for you. Stay safe!

is the expense report creation still not an option?

Joining you here to help you get the information you need about employee-related expenses, AnaSTUP.

There's a feature called Employee Expense Management in QuickBooks Online Advanced. With this feature, your employees can create an Intuit account and submit their own expense claims. You can also review the data they submitted and record the transactions that match.

Allow me to outline the steps on how to add and set up the employees. Here's how: 

1. Go to Expenses or Sales & Expenses menu, then select Expense claims.
2. Click Expense management settings.
3. Select Add new employee.
4. Select an employee or vendor from the list, then select Next.
5. Or, to add a new employee or vendor, select Add new, enter their contact info, then select Save.

After that, your employee will receive an email invitation to access your company's QuickBooks Online account. Then, they can submit expenses on a mobile device or computer for tracking or reimbursement.

Once done, provide these instructions on how to submit an expense transaction: 

1. On your mobile device, open a web browser and sign in to QuickBooks.
   *Note: Expense Claims are not supported on our Mobile App.
2. Select Go to expenses, then select Add expense.
3. Do one of the following:
   • To take a photo or choose an image from your photo library, select Snap and upload receipt.
     1. Make sure the photo looks good, then select Next. Or, select Save draft to save the expense for later.
     2. Make sure the info pulled from the receipt is correct, and make adjustments if necessary.
     3. (optional) Select I need to be reimbursed.
     4. Add the category and business purpose.
     5. Select Submit for review. Or, select Save draft to save the expense for later.
   • If you don’t have a receipt, select Enter expense info manually.
     1. Enter the amount.
     2. (optional) Select I need to be reimbursed.
     3. If necessary, add the transaction date.
     4. Add the vendor, category, and business purpose.
     5. Select Submit for review. Or, select Save draft to save the expense for later.

You can read more details about using this feature here: Set up Employee Expense Management in QuickBooks Online Advanced

For further resources regarding employee-related expenses, I will also provide you with these articles:

• Reimburse Your Employee in QuickBooks Payroll
• Set Up and Repay Employee Advances

Feel free to inquire about any follow-up questions if you still need assistance while generating reports in QBO. If you require further support, you can also submit additional questions in the forum. We're here to help with anything you need.

Is there a way now to restrict an employees credentials so they can only see / access their expense reporting information?  Otherwise that's a feature that only the business owner can use.

Hello there, 

I can see how convenient it is for you and your business. Currently, this is unavailable in QuickBooks Online. As we value your suggestions, I recommend sending your feedback to our Product Development Team. Here's how to send feedback: 

1. Click the Gear icon in the upper-right corner.
2. Select Feedback under Profile.
3. Share your feedback.
4.  Click Next to submit.

Our product engineers will consider your suggestions, and you can always check the status of your request through this link: QuickBooks Online Customer Feedback. 

You can utilize this article for future reference: Customize reports in QuickBooks Online.

If you have any other QuickBooks-related questions, please post them in the Community. We are always available and eager to assist you with your inquiries. Have a wonderful day.

I totally agree. Its a useless feature unless they can only see their expenses and not all the confidential company information. For instance our apprentices need to submit expenses for parking, but we don't necessarily want them to know profit margins on jobs, what the expenses are and how the company is doing.